Purpose
UZIO Expense Management is how you claim money back for something you paid for at work. This article covers submitting an expense, following it through review, and how the reimbursement reaches you.
Note: The Expense link appears in your portal only once your company has enabled and set up UZIO Expense Management. If you cannot see it, your company is not using the module.
Submit an expense
Your Expense dashboard includes an AI chat assistant that walks you through submission. Start with a suggested prompt such as "Submit an expense," then either upload the receipt or type the details in chat. When you upload a receipt, the assistant reads the date, category and amount from it and builds a draft. Review the draft, correct anything it got wrong, and submit.
Each expense carries:
| Field | What to enter |
|---|---|
| Date of Expense | The date you incurred the cost. For mileage, this date also decides which mileage rate applies. |
| Category | Your company's expense categories. Anything that does not match one lands in Miscellaneous. |
| Amount | What you paid, including any tax. This full amount is what gets reimbursed. |
| Distance | Replaces Amount when the category is mileage. UZIO multiplies your miles by the applicable rate. |
| Description | What the cost was for. |
| Receipt | Optional in the system, but it is what the AI checks against your company's policy and what your approver relies on. Attach it. |
Mileage rate. UZIO keeps the IRS standard mileage rate and applies the rate that was in force on your expense date. If your company has set its own rate, that rate is used instead.
What happens after you submit
UZIO runs two automatic checks on the expense: whether it complies with your company's expense policy, and whether it looks fraudulent. Both results are stored with the expense as AI remarks.
If your company has turned on automatic approval, an expense that passes both checks is approved immediately and shows System as the approver. Everything else goes to a person for review, including anything filed under Miscellaneous.
Once a day you receive a summary email listing the expenses whose status changed the previous day. There is no email for each individual approval or rejection, so check your dashboard if you need an answer sooner.
Track the status
Your dashboard sorts your expenses into four tabs.
| Tab | What it means |
|---|---|
| Pending | Submitted and waiting for a decision. |
| Approved | Approved but not yet paid. This covers two situations: the expense is waiting for a pay run, and a pay run has already picked it up but its pay date has not arrived. Both look the same here. |
| Paid | Reimbursed. The payment date is recorded against the expense. |
| Rejected | Not accepted. The approver has to give a reason, and it appears in the expense's comments. Correct the problem and submit again. |
An approval cannot be reversed, and you cannot withdraw an expense yourself once it has been approved. If something was approved in error, tell your approver before the pay run is finalised.
How you get paid
Approved expenses are reimbursed through payroll. UZIO does not pay them any other way.
Which pay run picks it up. The next Regular or Special pay run that includes you picks up every approved expense you have, whichever pay period the expense falls in. If your expense is approved after that run has been prepared, it waits for the following one. Runs that are neither Regular nor Special do not pay expenses.
How it appears on your pay stub. All of your approved expenses are added together into a single earning line named Reimbursements, in the Earnings section of your pay stub. There is no separate line per expense or per category. Each expense contributes its full amount, including any tax you paid. The amount cannot be edited on the paycheck because it comes straight from the expense module.
Whether it is taxed. The Reimbursements line is non-taxable. No federal, state or payroll tax is withheld on it, it is not added to your taxable wages, and it carries no W-2 box, so it does not appear on your Form W-2. It is also not treated as disposable earnings, so a wage garnishment is not calculated against it.
When the money arrives. The reimbursement is part of that paycheck's net pay, so it reaches you on the pay date by the same method as the rest of your pay. On the pay date the expense moves to Paid and the pay date is recorded against it. Approval on its own is not payment. Until the pay date passes, the expense correctly sits under Approved.
If a pay run is rebuilt. If your payroll administrator deletes and re-creates the draft pay run, your expense returns to waiting and re-attaches to the new draft. You do not need to submit it again.
If no pay run ever includes you. Reimbursement only happens through a UZIO pay run. If you are not paid through UZIO Payroll, or you have left the company and will not appear on another run, the expense stays at Approved in UZIO and no reimbursement line is created. Ask your HR or payroll team how it will be paid.
On the mobile app
Expenses are not available in the UZIO mobile app. Submit and track them in the employee web portal, on a computer or in your phone's browser. See Using the UZIO Mobile App for what the app covers.
Need help?
Expense categories, the mileage rate, your company's expense policy, who approves your expenses and when payroll runs are all set by your employer. For a rejection you disagree with, a reimbursement that has not arrived, or a category you cannot find, contact your manager or your company's HR or payroll team.
Related articles
- Understanding Your Pay Stub — where the Reimbursements line appears
- Viewing Your Pay Stubs and W-2s
- Employee FAQ
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